IT is the backbone of almost every business operation, but technology problems remain a constant threat that can cause major disruptions. The problem is, these IT headaches don’t just make your day harder; they can eat into your profits and hurt your reputation, too. It’s therefore important for small businesses to identify and address common IT problems in order to minimize their impact on the bottom line.
Let’s take a closer look at the most common IT problems businesses face, how they cost you money, and what you can do to address them.
Unreliable network
Network issues often occur when businesses have outdated network infrastructure, poor system configuration, insufficient bandwidth, and/or poorly designed network topology. These issues can result in slow internet connection speed and frequent disconnects, making everything from sending emails to surfing the web become a frustrating experience. Left unchecked, network problems can affect system functionality, cause downtime, and hinder employee productivity.
How can companies prevent slow internet speeds and network issues?
Having a reliable network should be a top priority for any business, and there are various ways to address this issue. For starters, investing in higher internet bandwidth packages and more robust network hardware (e.g., switches, routers, and firewalls) will enable your business to handle current and future traffic demands.
If Wi-Fi is the issue, consider upgrading to a business-grade Wi-Fi access point that supports more devices and has stronger coverage. You should also use network monitoring tools to detect bottlenecks, track bandwidth usage, and identify potential issues before they become major problems.
In cases where you need to prioritize certain types of traffic over others, Quality of Service (QoS) settings can allocate bandwidth to different applications and users. For instance, if you’re experiencing unreliable communication systems, you can use QoS tools to ensure that your VoIP phone systems take priority over other network traffic.
Outdated hardware and software
Legacy IT systems are more prone to malfunctions, and the longer you hold on to them, the costlier they become to maintain. Most computers slow down and become obsolete after four to eight years as their hardware components struggle to meet the demands of newer software and operating system updates.
Most applications also have an end-of-life date, where they will no longer receive critical updates and support to fix software issues and bugs. Continuing to use such software is a major security risk. The financial repercussions of such incidents, not to mention the damage to your brand reputation, can be devastating to your business.
What should you do with outdated technology?
Upgrading and replacing your technology is the most economical solution. While it may seem like a large investment upfront, the long-term cost savings and productivity and security gains far outweigh the initial expense. If you can’t afford to upgrade all your systems at once, prioritize those that are most critical to your business operations. It helps to keep an inventory of all your IT assets to track their age and plan for potential replacements so you can avoid unexpected costs and disruptions.
Another solution is to move your operations to the cloud. Cloud-based solutions eliminate the need to purchase expensive hardware and lifetime software licenses since they are managed, updated, and maintained by a third-party cloud service provider. All you have to pay is a flat monthly subscription fee and a reliable internet connection to gain access to the latest technology (which is also beneficial for remote workers).
Inefficient and disjointed workflows
Although technology is supposed to streamline workflows and make processes more efficient, it can sometimes do the opposite. This may occur when businesses use various systems that don’t work well with each other. Not only does this create a disjointed workflow, but it also causes data silos, where information is scattered across multiple applications and databases making it difficult for employees to access accurate and up-to-date information quickly. Employees are then forced to manually transfer information from one system to another, increasing the risk of errors and wasting valuable time.
How can businesses deal with data silos and disjointed workflows?
Integrating enterprise platforms or implementing a centralized platform should be a top priority when streamlining workflows. By doing so, employees can access the information they need from one location. Microsoft 365, for instance, combines various applications such as email, document management, collaboration tools, and data analytics in one platform, which saves businesses time from moving between multiple systems to complete a task.
A centralized system also opens up the possibility for automation, where repetitive and manual tasks across different systems can be replaced with automated processes. This not only saves time but also reduces the chances of human error and frees up employees to focus on more critical tasks.
Cyberattacks and data breaches
Cyberattacks come in various shapes and sizes, ranging from password cracking to remote access Trojan viruses and ransomware attacks. The consequences of these attacks can result in hundreds of thousands of dollars in lost revenue, lawsuits, and irreparable damage to a company’s reputation.
How can companies defend against cyberattacks?
Given the sheer number and variety of cyberattacks, it’s essential for businesses to have defenses that cover all potential security vulnerabilities. Basic cybersecurity hygiene, such as using strong passwords, being cautious of emails and links, and regularly installing the latest security patches.
As for the technical aspect, having a layered defense system consisting of firewalls, anti-malware software, multifactor authentication, access control systems, and encryption can protect against the most common types of cyberattacks. However, it’s essential to continually assess and update these measures as new threats emerge, making regular security audits a crucial component in any cybersecurity strategy.
If a data breach does occur, having a comprehensive incident response plan in place is critical to mitigate the damage and minimize downtime. This includes having data backup systems as well as clear procedures for containing and resolving any security breaches.
Insider threats
Sometimes the biggest security threat doesn’t come from external hackers, but from insiders — employees or contractors who have access to sensitive company data. Insider threats can be anything from accidentally sharing confidential information to intentionally stealing and leaking corporate data. The cost of ignoring this problem? Major financial and reputational damage, as well as loss of trust from customers and business partners.
How can businesses address insider threats?
The first step to preventing insider threats is having strict access controls in place. Limiting the number of employees who have access to sensitive data and regularly reviewing and revoking access for those who no longer need it. Additionally, data loss prevention tools can help monitor and restrict the movement of sensitive data within the company network.
Investing in employee training is also crucial in creating a strong security culture within an organization. Employees should be educated on the importance of data security, how to identify potential risks, and what actions to take in the event of a suspected threat. Having clear guidelines and repercussions for mishandling sensitive data can also deter more deliberate insider threats.
Business continuity crises
Hardware failures, cyberattacks, and natural disasters are just a few examples of events that can cause major disruptions to business operations. Without proper planning and preparation, businesses can lose everything from critical data and revenue to customers and their competitive edge. It’s actually not unheard of for businesses to permanently shut down following a significant crisis
How can businesses keep operations running smoothly during a crisis?
A comprehensive business continuity plan can significantly minimize the blow of a crisis and help businesses get back on their feet quickly. It typically includes identifying potential risks, creating contingency plans, and regularly testing these plans to ensure they are effective.
Businesses should back up their data and have alternate sources for power, internet connectivity, and workstations during a crisis. Luckily, the top managed IT services providers (MSPs) offer data backup and disaster recovery solutions that ensure critical data remains safe and accessible during a major catastrophe.
Should businesses hire an expert?
Many businesses attempt to solve common software issues and technology problems in-house, but that might not always be the best solution. In-house technicians can cost upwards of $80,000 per year, not including benefits, training, and equipment. What’s more, onsite staff are not watching over your systems 24/7, and may not have the specialized knowledge to address your IT issues.
The most cost-effective solution is to partner with top MSPs such as Dynamic Solutions Group. Instead of paying for yearly salaries, you only have to pay a fixed subscription fee to get access to a fully trained IT department. We offer everything from IT support and proactive maintenance to more complex cybersecurity and cloud solutions. If you’re ready to improve your IT infrastructure and save your business money, contact us today.
